Membership cancellation

When members cancel their membership, it is desirable that they won’t completely disappear from the system right away. Instead, keeping these profiles in another folder of the Organization Application is more useful as details of former members are saved. The best way to organize this is to use dynamic groups. Follow the steps below to move a group of members to a new folders all at once.

Step 1: Create a new field

The first step is to create a new field for the object type ‘Member’ in the Organization. This new field will be used to record the date of cancellation. Here you can read how to create a new field. We recommend choosing ‘Date’ in the field ‘Type’.

Step 2: Create a new folder

The next step is to create the folder in which the members who cancelled their membership will be placed at the end of the process. Navigate to the location in the Organization tree under which you want to place the new folder. Then click ‘Create folder’ and enter the name of the folder, e.g. “former members”. Click on ‘create’ to confirm.

Step 3: Create a dynamic group

Create a dynamic group based on a cancellation date or period. To do this, click on ‘Advanced search’ in the top right corder of the Organization application. Choose the type ‘member’. Then go to the field with the cancellation date and select the date. To create this dynamic group, use one of the following possibilities:

• Create the group based on one cancellation date: Choose ‘Exact date’, indicate the date of cancellation and choose for ‘is equal to’.
• Create the group based on a period: All cancellations withing this period will be placed in the group. Choose for ‘period’ and indicate the dates at the beginning and end of this period.

Then click ‘search now’ to see the search results. If you have just created the field with the cancellation date, it is very likely that has not been filled in for anyone. You won’t have any search results. That is not a problem. To create a dynamic group, it is not necessary that it already contains profiles. You can create the dynamic group by clicking on ‘Create dynamic group’. Make sure to give the group a descriptive name, e.g. “cancellations september 2019”, to prevent later confusion. Indicate the location of the new group in the Organization tree.

Each person for whom you indicate a cancellation date in the profile that matches the indicated date or period of the dynamic group, will automatically be placed in the group.

Step 4: Move the members

After entering the cancellation date in all profiles of members who want to cancel their membership, you can start moving them to the new folder. Go to the dynamic group that you created in step 3. In the tab ‘members’, click on More options – Move group members. Then choose the folder you created for this purpose in step 2 and click on ‘move’. All members of the group will then be moved to this folder.

Step 5: Delete the dynamic group

Now that you have gone through all the steps and have moved all cancellations to the new folder, the dynamic group is not needed anymore and can be deleted. Deleting it prevents over-crowding or your Organization and confusion at a later point. To delete the group, go to the group and click on ‘Delete’ in the toolbar. Then click on ‘delete’ to confirm.